Not receiving email invitations for Zoom meetings

Issue

Meeting participants don't receive email invitations when scheduling Zoom meetings. This prevents attendees from being notified about upcoming meetings and can result in missed meetings or require manual follow-up work from organizers.

Users may experience the following symptoms:

  • Invitees don't receive email notifications after being added to scheduled meetings.
  • Meeting invitations go to spam or junk folders.
  • Calendar invites don't appear in participants' calendars.
  • No automatic email delivery when using the invitees field in meeting scheduling.
  • Participants report never receiving meeting details.

Environment

  • Zoom web portal meeting scheduling
  • Zoom desktop application
  • Zoom mobile application
  • Accounts without calendar integration configured
  • Microsoft 365, Google Calendar, Exchange, or Apple Calendar systems
  • Various email providers (Gmail, Outlook, GoDaddy, corporate email systems)

Cause

The issue occurs due to:

  • Zoom’s calendar and contacts integration is not properly set up, preventing it from automatically emailing invitations to participants added when scheduling a meeting.
  • Some email providers may block or filter Zoom notification emails, preventing delivery to recipients.

Resolution

Configure calendar and contacts integration to automatically send email invitations

If your calendar and contacts integration isn't properly configured, make sure it's set up to send automatic email invitations and connected to a supported calendar service:

  1. Sign in to the Zoom web portal.
  2. Click Profile in the left navigation menu.
  3. Scroll down to the Others section.
  4. Under Calendar and Contacts Integration, click Configure Calendar and Contacts Service.
    Note    : If already configured, click Edit to make any changes.
  5. Select your preferred calendar service:
    • Google Calendar
    • Microsoft Office 365
    • Microsoft Exchange
  6. Configure the necessary permissions for your selected service.
  7. Click Next and follow the on-screen instructions to grant Zoom access to your calendar service.
  8. For Google Calendar integration, ensure you enable both read and write permissions for mail functionality.

Note: Apple iCal integration is no longer supported by Zoom.

Enable bidirectional sync to ensure calendar integration syncs

After configuring calendar integration, make sure you enable bidirectional sync for improved functionality:

  1. In the Zoom web portal, navigate to Settings.
  2. Click the Mail & Calendar tab.
  3. Under Data Sync, toggle on Bidirectional sync for Zoom meeting data between Zoom web portal and calendars.
  4. Click Enable in the verification dialog.
  5. Sign out and sign back into both the web portal and Zoom app to refresh the settings.

Manually send meeting invitations if not using calendar integration

If calendar integration isn't possible, after scheduling your meeting, manually share meeting details with participants:

  1. In the Zoom web portal, in the navigation menu:
    • Click Meetings, click the Upcoming tab, then the meeting topic.
    • Click Details, then copy the Invite Link.
  2. In the desktop app, click the Home tab:
    • Click on your scheduled meeting, click the more icon, then click Copy Invitation.
  3. In the mobile app, at the bottom of the screen, tap Home:
    • Tap Invite, then tap the invitation link.
  4. Paste the copied information into an email using your preferred email client.
  5. Send the email to all intended participants.

Troubleshoot email delivery issues

If invitations still aren't being received after configuring integration:

  • Advise participants to check their spam or junk folders.
  • Verify that participant email addresses are entered correctly.
  • Contact your email provider to ensure Zoom emails from no-reply@zoom.us aren't being blocked.
  • Test sending invitations to different email domains.
  • For existing meetings created before enabling integration, update the meeting details to trigger the sync.